Most of the information that our community wants is available on our website or is available by asking staff. However, if the information that you require is not readily available, or you need a large amount of information, we can work with you to provide the information in a more formal way using the Local Government Official Information and Meetings Act 1987 (LGOIMA).
Types of information requests
There are two types of official information requests we can help you with:
- Requests for official information (referred to as LGOIMA requests)
- Privacy requests
The following information relates to requests for official information under the LGOIMA.
Requests for official information (LGOIMA requests)
This type of request is governed by the Local Government Official Information and Meetings Act 1987 (LGOIMA). Official information includes:
- Reports, memos, letters, notes, advice and emails
- Material like tape recordings or videos
- Internal policies or guidelines
- Reasons for decisions made
How to make a LGOIMA request and what to expect
You can make a request by:
- Submit an online form
- Email your request to: info@whakatane.govt.nz or
LGOIMA-Administrators@whakatane.govt.nz - Call us on: 07 306 0500
- Post your request to:
LGOIMA Administrators
Whakatāne District Council
Private Bag 1002
Whakatāne 3158 - Or in person at the Civic Centre, 14 Commerce Street, Whakatāne
Make sure your request includes:
- your name
- a contact option, for example your email address and/or phone number
- specific details of the information you want
To help us find the information more easily:
- Tell us what you are looking for in clear plain language
- Request factual information or figures
- Explain the context or reasons you want the information.
You can also ask to receive the information in a specific way – let us know your preferred method when you make your request.
What happens next?
When we receive your request, we will acknowledge it within two working days. If you don’t hear from us, please contact us at LGOIMA-Administrators@whakatane.govt.nz
We will reach a decision on your information request as soon as possible but no later than 20 working days after receiving it. We may come back to you to get more information or clarify your request, and this will usually happen within 7 working days.
If the information you want is held by another government organisation, we may transfer your request to them. If so, we will let you know within 10 working days if your request is going to be transferred.
Sometimes responding to your request will require us to consult with other parties or take a long time to gather the information. If that's the case, we may have to extend the timeframe for providing the information. We will let you know within 20 working days why, and how much additional time is needed.
We do not charge for the first two hours we spend gathering the information requested however there are times when we may need to charge. We tend to charge if:
- answering a request requires substantial collation or research
- you have made multiple recent requests about a common topic.
If we are going to charge, we will tell you the cost before we begin collating the information. You can then decide if you want to proceed, refine or withdraw your request. You can find more information about our charges in our Fees and Charges Schedule.
Withholding information
We may withhold or refuse to give you some information. The main reasons for this are to:
- Protect people's privacy
- Protect confidential or commercially sensitive information
- Allow the Council to carry out its commercial activities
- Maintain legal privilege
The specific reasons for withholding or refusing to give information can be found in sections 6, 7 and 17 of the Local Government Official Information and Meetings Act 1987.
Reviewing decisions
We make every effort to be transparent and accountable in our decision making, and as open as possible when providing responses to requests for information. However, if you aren’t satisfied with our response, you can have it reviewed by the Office of the Ombudsman.